Wednesday, 15 March 2017

Update on eForms

The PeopleSoft HCM 9.2 upgrade project team has been working hard to complete the first round of testing of the new eForms, but ran into a number of issues. This resulted in delayed redeployment of eForms. In response, the team has changed its approach and refocused resources to allow them to make better progress. A revised schedule for eForms has now been developed; the new go live date is Tuesday, May 23, 2017.

To ensure the progress on eForms stays on track, an IST Program Manager has been assigned to oversee the project. In addition, twice-weekly meetings are being held with the project team to discuss progress and issues. Bi-weekly meetings are also held with senior HRS and IST staff to discuss and resolve issues raised by project team. We are confident in the revised approach and are committed to a May 23, 2017 implementation date.

Revised Schedule

Key Milestones
Start
End
eForms
December 16, 2016
June 23, 2017
    System Test
December 16, 2016
March 31, 2017
    HRS Business/Functional Test
April 3, 2017
April 18, 2017
    User Acceptance Testing
April 3, 2017
May 8, 2017
        Develop Training Materials
April 3, 2017
April 18, 2017
        Deliver UAT Orientation/Training
April 20, 2017
April 21, 2107
        Conduct UAT
April 24, 2017
May 5, 2017
    Preparation/Development
May 4, 2017
May 22, 2017
    Go-Live
May 23, 2017
May 23, 2017
    Training
May 15, 2017
May 26, 2017
        Deliver Overview Sessions
May 15, 2017
May 19, 2017
        Host Drop-in Sessions
May 23, 2017
May 26, 2017
    Warranty
May 23, 2017
June 23, 2017

Any questions regarding eForms, should be directed to PeopleSoftHCMUpgrade@ualberta.ca.

Access to Old Smart Forms


Old (archived) smart forms are now available under HCM 9.2. The archived smart forms can be accessed through the main menu under Archived 9.0 eForms. You are able to search, view and print the HCM 9.0 smart forms

Access to view: To grant users access to view the Archived 9.0 eForms, an authorized approver must submit a PeopleSoft Human Capital Management (HCM) Access Request. Forms can be found at https://ist.ualberta.ca/services/enterprise-applications/enterprise-solutions#access.
Separate roles exist for archived ePAFs and for archived Security Forms, both roles are available on the form for selection.

Salary & Benefits Adjustment (SBA)


The GL Redistributions function is now known as Salary and Benefit Adjustments (SBA) to better reflect its actual purpose. This new functionality was launched on February 6, 2017 to facilitate distribution of salaries and benefits. Here are a few key things to remember when completing SBA transactions:

Processing Time: In the SBA training guide it has been identified that transactions must be processed Monday through Friday from 7:00 am to 7:00 pm time period. Processing transactions outside of the identified timelines will result in those transactions not being processed. In addition the GL program is not able to pick up and process transactions that were processed during the stated timeline. This also creates additional manual work and a delay in processing transactions. If you need to work outside the processing window, you may still create SBA transactions. However, please only submit them during the period stated above.

SBA prior to November 1, 2016

HRS is unable to process any salary and benefit expenditure transfers within HCM prior to November 1, 2016. After the upgrade the accounting has completely changed and HRS cannot access the old accounting lines. GLJV can be used to process transfer of Salary and Expenditures; however Financial Services and Research Services office will only allow it for Research expenses that need to be managed.

Information pertaining to the SBA can be accessed through the SE2 website at: http://se2.ualberta.ca/en/SBA.aspx.

If you need to log an issue with the IST Help Desk regarding SBA and associated reconciliation with GL and eTrac, please clearly identify that that the issue is related to PeopleSoft HCM. This will help ensure it is routed to the appropriate support team in a timely manner. Otherwise, it may end up in the wrong queue.

Salary and Benefits Expenditure Report (SBE)


In an effort to address the issues related to the SBE report, a small working group of representatives from various faculties and departments has been established to assist with identifying issues/requirements, reviewing proposed changes and participating in UAT. The working group has identified issues related to:
  • performance of the SBE,
  • reconciling with GL, 
  • Inactive Department showing up on SBE report, 
  • inability to report by inactive speed codes, and 
  • salary and benefit adjustment amounts not showing up on report. 
All issues are currently either under investigation or in testing prior to implementation.

HRS and IST are also creating a Quick Reference Guide (QRG) to explain the how combo code and speed code are used in HCM and Finance. This guide will also provide a workflow and process of payroll distribution to financial services.

All issues are to be logged through the IST Help Desk – 780-492-9400 or ist@ualberta.ca. This will help ensure it gets directed to the appropriate group for response and that it is logged, tracked and managed.

Time and Labour (T&L)


In order to maintain compliance with Alberta Employment Standards we require all hours worked in a pay period to be entered and approved as per the posted payroll schedules. Please ensure you are entering or approving hours worked by your employees prior to pay confirm in each pay period.

If you are not familiar with the processes around time approval, we encourage you to take the online training found on the PeopleSoft User Training Program website HCM Supervisor Training and to work with your Department HR Contact to develop your internal processes.

Information on the cutoff time for time entry and approval is available on the HR Website under Pay and Tax Information.

T&L Audit Queries: Are designed to provide an audit record of the time that was entered for or by an employee on the time sheet. The only instance when the T&L audit query will display a combo code is when the combo code is overridden on the time sheet. Prior to the upgrade, a customization in the T&L audit query displayed the speed code the person was being paid from as identified on their Job record. However, with the HCM upgrade and change in accounting, this information can no longer be found on the Job record and hence the query provides an audit of time entries.

Relation to Institute (RTI)


After the PeopleSoft HCM 9.2 upgrade some staff have indicated their access to resources has changed.

Some automated systems use RTI’s to identify different relationships of a person and ultimately access to electronic services. It is important to verify the RTI’s of a person.

To verify the RTI use the page located here:
Main Menu -> Workforce Administration-> Personal Information-> Maintain People Data*-> Relationship to UofA Summary*
If there are missing RTI’s or if there are any questions or concerns please log a ticket through the IST Help Desk 780-492-9400 or ist@ualberta.ca.contact.

In addition, the IST website hosts a Relationships To Institution document describing the various RTI’s. It can be found here: https://ist.ualberta.ca/services/enterprise-applications/enterprise-solutions

Finally, we are working with Resource providers and IST to document some of the privileges assigned to each RTI. This information will be shared once all the information is confirmed, collected and compiled.